ChatRep Legal

Privacy Policy

ChatRep ("we," "us") provides managed customer support teams combined with AI. This policy explains what personal information we collect through chatrep.com, our website chat, our newsletter and our conversations with prospects and clients, and how we use it.

1. What we collect

• Information you give us: your name, email, phone number, company, job title, and anything you write to us through our forms, chat, email or calls. If you subscribe to our newsletter, we collect your email address.
• Information collected automatically: basic device and usage information, such as IP address, browser type and the pages you visit, through our servers and Google Analytics.
• Information from public sources: business contact details from places like company websites or LinkedIn.

2. How we use it

• To answer your questions and to provide, run and improve our services.
• To send our newsletter and occasional updates. You can unsubscribe at any time.
• To understand how our website is used.
• To keep our services secure and meet legal obligations.

We don't sell your personal information, and we don't share it for targeted advertising.

3. Our chat and AI

Our chat uses AI models from providers such as OpenAI and Anthropic to answer questions using information from our website. ChatRep team members, including team members in the Philippines, may read conversations to help you or to improve our answers. Under these providers' business terms, they don't use our conversations to train their models. Please don't share sensitive information, such as payment card or health details, in chat.

4. Who we share it with

We share your information only with:

• service providers that help us run ChatRep: hosting (SiteGround, Supabase), AI (OpenAI, Anthropic), email delivery (Postmark) and analytics (Google);
• our own team members and contractors, including in the Philippines.

They may use it only to provide services to us. We may also disclose information if the law requires it, to protect our rights or people's safety, or as part of a sale or merger of our business.

5. When we work for our clients

When we provide services to a client, for example answering their customers' chats, we handle their customers' information on the client's behalf. We follow the client's instructions and our agreement with them. Questions about that information should go to the client.

6. Cookies and similar technologies

• Our website: uses a few essential cookies to work, and Google Analytics cookies to measure visits. Where the law requires it, we use analytics cookies only with your consent. (Cookie Settings)
• Our chat: remembers your conversation in your browser's session storage until you close the tab. It doesn't use cookies.
• Your browser: you can block or delete cookies in its settings.

7. How long we keep it

We keep information only as long as we need it, then we delete it.

• Chat conversations: deleted 180 days after the last message.
• Newsletter subscriptions: kept until you unsubscribe.
• Inquiries and prospect records: kept up to 2 years after our last contact.
• Website analytics: kept up to 14 months (our Google Analytics setting).

8. Where it's processed

We're based in the United States, and our systems are hosted in the US. Our team members in the Philippines may also access information to support our services. If you're outside the US, your information will be processed in these countries.

9. Your choices and rights

You can ask us to access, correct or delete your personal information, or to stop sending you marketing emails. Email privacy@chatrep.com. Depending on where you live (for example, the EU, the UK or certain US states), you may have additional rights, such as receiving a copy of your data or objecting to certain uses. We'll honor these as the law requires. You may also contact your local data protection authority.

10. Security

We use reasonable safeguards, such as encryption in transit and limited, protected staff access. No system is completely secure.

11. Children

Our services are for businesses and aren't directed to children under 16. We don't knowingly collect their information.

12. Changes

If we update this policy, we'll post the new version here with a new effective date.

13. Contact

Email: privacy@chatrep.com
ChatRep, LLC
1332 Caistor Ln. Raleigh, NC 27614